You probably don’t think twice about sending texts to coworkers — but the thought of messaging clients might make your palms sweaty. Should you add an emoji, or is that too forward? Is it okay to start with “hi” instead of “hello?” What should you even say?
If you’re struggling to come up with professional-sounding messages from scratch, you can use this guide to find the perfect message template.
It’s packed with 59+ sample text messages to customers for any business situation and explains how OpenPhone can help you make texting more efficient.
59 message templates by use case
Texting customers doesn’t have to be difficult — provided you follow proper SMS texting etiquette.
Here are three things that make a great business text message:
- It’s brief. 160 characters is usually sufficient, although an occasional MMS won’t be a problem.
- It includes your name and contact details. Customers want to know who’s sending them messages.
- It’s focused. Your message should have a Call to Action (CTA) or at least a specific action in mind. Try to keep your recipients focused on a single goal (like “reply to this message” or “click this link”).
Now, let’s dive into our templated SMS messages.
P.S. Be sure to bookmark this guide for later so you can reference these templates on the go.
Welcome messages
Onboarding a customer? Got a new signup for an email marketing newsletter? Show customers you care with a friendly welcome message.
“Hi [name], welcome to [business]! We’re thrilled to have you on board. Read our “getting started” guide here: [URL]. Reply to this message with any questions.”
Here’s an easy way to introduce an assigned account manager or point of contact.
“Hello [name], welcome to [business]! I’m [name], your dedicated [role/job]. If you need help or have questions, you can reach me at [contact info]. Chat soon!”
You can use this message to share a helpful tutorial and guide the client through your product or service.
“Hi [name], glad to have you at [business]! To make the most of our service, check out our tutorial here: [URL]. Message me here if you need further support!”
You can also craft a welcome message that encourages two-way conversations. For example, you can use this message to learn more about your client’s goals:
“Howdy [name], this is [name] from [business]! Tell me: what do you need the most from [product/service]? Respond here, and I’ll message you back directly.”
Appointment reminders
Reminder texts reduce the risk of no-shows for your business.
For example, you can use this message to confirm customer appointments and provide specific times, dates, and location details.
“Hi [name], just a reminder for your appointment at [business] on [date] at [time]. If you need to reschedule, give us a call at [number].”
If your customer needs to bring certain items to their appointment, you can use this message as a gentle reminder.
“Hey [name], your appointment with [business] is scheduled for [date] at [time]. Remember to [action item]. To reschedule, reply here or call [number].”
Does your business have a cancellation policy? Here’s how to add this to your appointment reminder text:
“Hello [name], this is a reminder of your upcoming appointment at [business] on [date] at [time]. Please remember to read our cancellation policy here: [URL].”
💡 Related: 7 Appointment Reminder Software Tools for Small Businesses
Appointment confirmations
You can use appointment confirmation texts to set expectations after customers book a time slot on your calendar.
For example, here’s a confirmation message with a link for canceling or rescheduling appointments:
“Hello [name], your appointment with [business] is confirmed for [date] at [time]. Click this link to reschedule or cancel: [URL]. For questions, reply here.”
You can use this template to confirm your customer’s appointment details and provide a booking ID that will make it easier to reference.
“[Company name] can’t wait to see [name] for an appointment on [date] at [time]! Your booking reference number is [number]. To opt out, reply STOP.”
Do you book appointments for larger groups? With this template, you can confirm appointment details for friends or family members and ensure everyone is accounted for.
“Hi [name], your group booking at [business] is confirmed for [date] at [time]. This appointment covers [number] attendees. We’re excited to host you!”
If you work in a service-oriented business, you might want to add your technician’s details. That way, you can build connections and trust with your customers and add a special human element.
“[Name], your appointment with [service provider’s name] at [business] is confirmed for [date] at [time]. [Name] is looking forward to seeing you!”
You can also use your confirmation messages to ask about special requests or accommodations.
“This message is confirming that [name] has an appointment with [business] at [time] on [date]. For special requests, please complete this form: [URL].”
Payment and invoice reminders
Automated SMS messages should be short and to the point to remind customers of unpaid invoices without overwhelming them. You could also provide them with links to pay on their own, which saves you (and them!) extra time.
Here’s a payment reminder message for partial payments or deposits due before your service:
“Hi [name], this is a reminder from [business] that an initial deposit of [amount] is due to confirm your [service]. Please make your payment by [deadline].”
You may also want to provide accepted payment methods to give customers additional options. For example:
“This is a reminder from [business] that your payment of [amount] for [service/product] is due. Please note we accept [payment methods]. Reply with questions.”
If you want to offer a payment plan, here’s how to add a short sentence with more information:
“Hey [name], a balance of [amount] is outstanding for [service/product]. If needed, we’re happy to offer a payment plan. Reply here for details.”
For customers who are further behind on payments, here’s a firmer reminder:
“[Name], a reminder that invoice [#] totaling [$] remains unpaid and was due on [date]. Unpaid balances will result in [consequence]. If you need assistance with completing the payment, reply to this message.”
Follow-up messages
Nobody likes the awkward “heyyy, did you get my message?” text. It’s uncomfortable for both sides. But a well-crafted follow-up can show clients you value their business and keep the relationship strong.
Let’s start with this example after completing a service for a customer:
“[Name], thank you again for choosing [business] for [service]. Clients like you are why we do what we do. If you have questions or need us for [future situations], don’t hesitate to reach out.”
Not sure if the customer is satisfied with your service? You can find out with this follow-up text:
“Hey [name], it’s [name] from [business]! How did [service] go on [date/time]? Any questions or comments? Reply here to let us know how we can do better.”
Follow-ups can also double as an upselling/cross-selling opportunity. Here’s an example of how to do this:
“Hi [name]! Loving your [product/service]? Pair it with [product/service] for an even better experience. Check it out here: [link].”
If customers miss an appointment with your business, you can use this template to encourage a reschedule:
“Hey [name], we missed you at your [appointment] on [date]! Ready to reschedule? Click here to pick a time that works for you: [URL].”
When customers engage with seasonal specials, be sure to remind them when new deals roll around:
“[Season/event] is almost here, [name]! Don’t miss out on [business] [discount/details]. Offer ends [date]. Shop our specials here: [URL].”
Referrals are a powerful way to boost leads and customer engagement. Here’s a template to get you started:
“Love [business], [name]? 🥰 Share it with friends! Earn [reward] for every successful referral by sharing [item] on social media. Start earning today at [URL].”
You can also follow up on feedback requests to ensure they don’t fall through the cracks.
“Hey [name], it’s [name] from [business]! Did you get a chance to review your experience with [product/service]? I’d love it if you shared your thoughts: [URL].”
Shipping notifications
Sending shipping updates via text is a great way to give customers some much-needed peace of mind.
Here’s a basic shipping notification template to get you started:
“This is to inform [name] that order [#] has shipped and is on its way! Stay tuned for updates as your package gets closer. Thanks for choosing [business]!”
This message confirms when a shipment has been sent and includes a tracking link for the customer’s convenience.
“Good news, [name]! Your order #[number] has shipped. You can track your package here: [URL]. If you have any questions, feel free to reply here.”
You can use this template to inform customers of shipment delays:
“Your shipment for [order/item name] has been delayed due to [reason]. We now expect it to arrive by [new delivery date]. We apologize for the inconvenience.”
To inform customers about a partial shipment, you can use the following template:
“Hi [name], your order [#] has been partially shipped. The remaining items are expected to ship by [date]. We’ll keep you updated on all shipments.”
Let customers know their package has been delivered so they (and you) have a confirmation of delivery.
“[Name], order #[number] has been successfully delivered and signed for on [date]. If you have questions, please reply here.”
Request reviews and feedback
Positive customer feedback can help your brand stand out, although some customers need an extra nudge to leave feedback in the right places.
Here’s a feedback request template you can use to invite customers to leave feedback on a public platform:
“Thanks for choosing [business], [name]! If you had a wonderful experience, please consider sharing it with others by leaving a review on [platform]: [URL].”
Here’s a feedback request template that offers a satisfaction rating scale:
“Thanks for choosing [business], [name]! We’d love to hear how we did. On a scale of 1-10 (10 being excellent), how satisfied are you with [service/product]?”
Here’s another example of a feedback request offering a small incentive for completing a survey:
“We value your opinion, [name]. By providing feedback through this survey, you’ll receive [offer] on your next purchase at [business]. Start here: [URL].”
You could also submit a personalized feedback request based on a specific service or product:
“Hi [name], it’s [name] from [business]. I noticed you recently [engaged/purchased] from us. I’d love to hear your thoughts! Reply here and let me know.”
Promotions and exclusive discounts
Promotional text messages, discounts, and store-exclusive coupons are brilliant marketing strategies for growing businesses.
💡 Stay compliant with the Telephone Consumer Protection Act (TCPA) by ensuring recipients have opted in to receive messages and providing an easy way to unsubscribe.
Here’s a text message example with an exclusive offer for referrals:
“Hi [name], refer your friends to [business name] and receive [exclusive discount]. Plus, you’ll get [checkout reward] as a thank you. Start sharing and redeeming with this link: [URL]. To opt out of these messages, reply STOP.”
You can also build anticipation and a sense of urgency with early access to seasonal or limited-edition products:
“[Business]: you’re invited to an early access of our upcoming [event/product/service]. Visit [URL] to secure your spot. Reply STOP to cancel.”
Here’s an example of a promotion text tied to a milestone (in this case, a business anniversary celebration):
“[Business] is turning [age], and to say thanks, we’re offering [promotion] from [date] to [date]. Use code [word] on your next order. End messages with STOP.”
Loyalty rewards messages
Another arm of text message marketing is customer loyalty rewards. These allow you to show appreciation for high-value customers while boosting client engagement.
Let’s start with a text that has a special offer for existing customers:
[CANDIDATE NAME], don’t forget your interview tomorrow with [BUSINESS NAME] at [DATE / TIME]. I know you’re going to do great. Good luck!
If you plan to provide customers early access to exclusive events or services, you can use this message to keep them informed:
“Hi [name], it’s [name] at [business]. As a valued [loyalty program] member, I’m offering early access to [event/service] on [date/time]. Reply YES for info.”
Event reminders
You can use text reminders to keep customers on track for events, including gentle encouragements to meet RSVP deadlines:
“Don’t miss out, [name]! [Event] is almost here. RSVP by [deadline] and secure your spot today! Explore the signup link here: [URL].”
This template is for sending event updates, like parking and venue instructions:
“[Business]: [Event] spots are filling up fast, and more parking is available at [location]. The event starts at [time], so be sure to arrive [X] mins early!”
If you’re hosting a virtual event, use the following template to send login details and troubleshooting tips:
“Hi [name], can’t wait to see you at [event] on [date/time]. Join 5 mins early here: [URL]. Need help? Contact [contact info] for support. See you online!”
You can also notify attendees of required items or documents that will streamline event seating and security:
“[Event] update: This is a friendly reminder to bring [item] for [action/reason] to ensure smooth entry into the venue. See you on [date/time]!”
Updates and notifications
Text is one of the fastest ways to reach customers with important news. This is especially useful for last-minute updates, including service interruptions and similar notifications.
Here’s a template for notifying customers of planned or scheduled downtime:
“[Name], this is to inform you that [service/location] will be temporarily unavailable from [date] to [date] due to [reason]. Thank you for your patience.”
Here’s a message that notifies customers of adjustments to scheduled services:
“[Business]: [Service] for [name] on [date] has been [delayed/rescheduled] to [new date/time]. This is because [reason]. We apologize for the inconvenience.”
Need to update your hours for the holidays? This template can help you set customer expectations:
“[Name], this is a friendly reminder that [business] will have special holiday hours for [holiday]: [specific hours]. Thank you, and happy [holiday] from [business]!”
If you’re a project manager or customer success agent, you can use this message to keep customers in the loop:
“Hi [name]. It’s [name] from [business]. View your weekly update on [project]: [URL]. We’re on track for [milestone/date]. Message here with any questions.”
Win back churned customers
Great customer experiences should continue long after a client leaves. Because it’s never too late to win them back — starting with a friendly text message.
For example, you could send a message offering a special discount or incentive to return:
“Hi [name], it’s lonely here without you! Here’s a [discount/incentive] on your next visit to [business]. Offer valid until [expiration date]. See what we’ve got in stock: [URL].”
Or you could send a reactivation message reminding them of their last service or purchase:
“[Business]: it’s been a while since your last [service/purchase], [name]. Buy today and enjoy [offer] while supplies last. Browse our catalog: [URL].”
If your business thrives on 1:1 relationships, you can use this message to add a personalized touch:
“Hey [name], it’s [name] from [business]! It’s been a while – how’ve you been? How’s your [business/work/experience] going? Wanted you to know I’m always here to help if you need it.
And of course, who could forget the classic “we miss you” follow-up message:
“We miss you, [name]! 🌟 Let’s make your next visit to [business] special. Enjoy [offer] as long as [conditions]. Offer valid until [date]. Hope to see you soon!”
Happy birthday messages
Show you care by sending birthday messages with discounts on customers’ favorite products and services.
For example, here’s a birthday wish that comes with a free gift or service:
“Have you heard, [name]? It’s your birthday today! Since all of us at [business] can’t be there to celebrate, we’d like to offer you a free [item/service/product]. Drop by the [location] or visit [URL] to claim your gift before [date/time].”
Here’s another birthday message that offers a personalized discount:
“[Business]: We didn’t forget it’s your birthday, [name]! To celebrate, save [amount] on your next order with the promo code [word] until [date].”
You could also pair your birthday messaging with a celebratory package or bundle:
“Your special day is right around the corner, [name]! 🎁 Enjoy our exclusive birthday bundle: get [features] for [price], only available until [date]!”
If the customer hasn’t yet claimed their gift, you could send a personalized message encouraging them to take action:
“[Business]: Is this technically a ‘belated birthday’ wish? 🤔 We didn’t want you to forget your b-day reward: [gift] just for you. Get it before [date]!”
Holiday messages
Get ahead of the holiday rush with templates designed for any SMS campaign.
This includes simple holiday text messages:
“Happy [holiday] from [business], [name]! Wishing you a day filled with joy, gratitude, and wonderful memories. Thank you again for being a part of the [business] family.”
And seasonal deals:
“[Holiday] is here, [name]: save up to [number] on [products/services]. These exclusive offers are only available from [date] to [date], so visit us at [URL].”
And also special discounts:
“At [business], we’re celebrating [holiday] with an offer just for you. Enjoy [offer] from now until [date] with promo code [word]. Explore our catalog: [URL].”
Sales messages
Need to reengage a lead into your sales process? Here are some options to try.
First, here’s a message that warns when a free trial is ending (and explains how the lead can take action to keep their account).
“Hi [name], this is [name] from [business]. I hope you’ve enjoyed exploring [new product/service] during your free trial! Your trial ends on [date] — so if you want to keep enjoying all the features at a discount, now is the time to upgrade. Check out our plans here: [URL].”
You can also reengage potential customers by providing relevant information after they’ve filled out a form on your website.
“Hello [name], thanks for your interest in [business]. I’m [name], and I saw you wanted more information about [product/service]. Here’s a quick overview to get you started: [URL]. If you’d like to schedule a demo, text me back. Looking forward to hearing what you think.”
Have a product demo on the calendar? Make sure your lead doesn’t forget with this appointment reminder text:
“Hey [name], this is [name] from [business]. I’m excited for your demo of [product/service] on [date/time]. If you have any questions, message me here.”
Customer care
Make sure your customers feel cared for, supported, and informed with a check-in message that asks how they’re doing:
“Hi [name], [name] here! Thanks for your recent purchase of [product/service] from [business]. I hope you’re loving it so far — and if not, message me here.”
You can also notify customers when you need to cancel or reschedule an appointment (making sure you provide rescheduling options):
“Hey [name], this is [name] from [business]. I’m reaching out to let you know we need to [cancel/reschedule] your appointment on [original date/time] for [service]. I’m so sorry about that — [reason, if appropriate]. If rescheduling works for you, please let me know your preferred date and time, and I’ll do my best to accommodate.”
8 best practices for texting clients
Business texting is half art, half science. Here are some of the more technical tips to help you keep your messages effective (and your account intact):
- Stay compliant with US texting regulations. Failure to follow SMS compliance — including opt-in and opt-out messages — could result in delivery issues, message restrictions, and account suspensions.
- Be mindful of message frequency. Spamming your customers with too-frequent messages could lead to spam reports and account suspensions. It’s a good idea to experiment with frequency and adjust based on customer feedback or unsubscribe rates.
- Add your business branding or voice. For example, don’t say “howdy” if that’s not your business’s tone. If you’re not sure what your business voice is, ask your marketing team if there are existing brand guidelines. If all else fails, a simple “hi” can’t hurt.
- Test variations to see what resonates. You can try out different formats, lengths, and phrasing to see which ones have the biggest impact on open rates.
- Use clear, concise language. A good rule of thumb is writing for an eighth-grade reading level. If the text sounds strange or awkward when read out loud, it’s probably worth revisiting.
- Personalize messages with customer names or context about service. Around one in three customers get annoyed by SMS messages that don’t directly address their needs or interests. If you don’t personalize your texts to customers, they could be more likely to unsubscribe from your list.
- Include a CTA or next step. This will help your customers take action. Your CTA could be a link, a prompt to respond, or an open-ended response (like “text me here if you need anything”).
- Respect texting hours and preferences. Don’t interrupt customers outside of business hours (unless you want compliance issues, that is). With a business phone system like OpenPhone, you can use message scheduling to queue up texts in the recipient’s time zone.
How to create message templates in OpenPhone to work more efficiently
Don’t want to manually copy/paste your messages to customers? With OpenPhone, you can save text message templates on-platform with snippets. These let you answer FAQs fast and avoid creative ruts when responding to customers.
First, log in to your OpenPhone account. If you don’t have an account yet, you can sign up for a free seven-day trial to check things out.
(Just know that you can’t send messages to US numbers without completing carrier registration.)
Next, type /snippets into a message box and click Create snippet. Give your snippet a name, like “birthday text” or “payment reminder,” type your message, and click Save.
And voila! Your SMS snippet is ready to rumble.
Want to learn more about snippets on OpenPhone? Check out our guide on how to create, share, and use snippets.
Simplify messaging with OpenPhone
Business texting can feel overwhelming, especially if you’re short on time or not sure how to strike the right tone. The good news is that templates make it easy. And with the right business messaging tool, you can put many of your texts on autopilot.
Here’s how OpenPhone can help:
- Access shared phone numbers and a unified inbox, keeping all customer communications in one place.
- Schedule text messages to send later based on the recipient’s time zone.
- Respond to missed calls, texts, and voicemails with auto-replies.
- Set up templated responses, or snippets, to speed up your communication.
- Connect with the tools you already use, plus 7,000+ other apps through Zapier’s automated workflows.
All this (and more 😉) makes OpenPhone the best text messaging platform for growing small businesses. No need to take our word for it, though — you can test us out at any time.
Sign up today for an OpenPhone account and send unlimited texts in the US and Canada.